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Data Filter in Excel

Data Filter in Excel has many purposes apart from filtering the data. Although its main purpose is to filter the data as per the required condition, apart from this, we can sort, arrange the data, and filter the data as per the color of cells or fonts or any condition available in the Text filter in the column where the filter is applied. To apply the filter, first, select the row where we need a filter, then from the Data menu tab, select Filter from the Sort & Filter section. Or else we can apply the filter using the shortcut key ALT + D + F + F simultaneously or Ctrl + Shift + L together.

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Uses of Data Filter in Excel

If the table or range contains many datasets, it isn’t easy to find & extract the precise requested information or data. In this scenario, the Data Filter helps out.

The data Filter in Excel option helps out in many ways to filter the data based on text, value, numeric, or date value.

The Data Filter option is very helpful for sorting out data with simple drop-down menus.

The Data Filter option is significant to temporarily hide a few data sets in a table so that you can focus on the relevant data we need to work on.

The worksheet applies filters to rows of data.

Besides multiple filtering options, auto-filter criteria provide the Sort options relevant to a given column.

Definition

Data Filter in Excel: it’s a quick way to display only the relevant or specific information which we need & temporarily hide irrelevant information or data in a table.

Types of Data Filter in Excel

There are three types of data filtering options:

1. Data Filter Based On Text Values – It is used when the cells contain TEXT values; it has below mentioned Filtering Operators (Explained in example 1).

Apart from multiple filtering options in a text value, AutoFilter criteria provide the Sort options also relevant to a given column. i.e. Sort by A to Z, Sort by Z to A, and Sort by Color.

2. Data Filter Based on Numeric Values – It is used when the cells contain numbers or numeric values

It has below mentioned Filtering Operators (Explained in example 2)

Apart from multiple filtering options in Numeric value, AutoFilter criteria provide the Sort options also relevant to a given column. i.e. Sort by Smallest to Largest, Sort by Largest to Smallest, and Sort by Color.

3. Data Filter Based On Date Values – It is used when the cells contain date values (Explained in example 3)

Apart from multiple filtering options in date value, AutoFilter criteria provide the Sort options also relevant to a given column. i.e. Sort by Oldest to Newest, Sort by Newest to Oldest, and Sort by Color.

How to Add Data Filter in Excel?

This Data Filter is very simple easy to use. Let us now see how to Add a Data Filter in Excel with the help of some examples.

You can download this Data Filter Excel Template here – Data Filter Excel Template

Example #1 – Filtering Based on Text Values or Data

In the below-mentioned example, the Mobile sales data table contains a huge list of datasets.

Once a filter is applied in the region column, Excel pinpoints that the table is filtered on a particular column by adding a funnel icon to the region column’s drop-down list button.

I can further filter based on brand & sales rep data. Now with this data, I further filter in the product region where I want the sales of the Nokia brand in the north region only, irrespective of the sales rep, units sold & date.

I have to just apply the filter in the product column apart from the region column. I have to uncheck or deselect all the products except the NOKIA brand. It returns Nokia sales data in the north region.

Once the filter is applied in the product column, Excel pinpoints you that table is filtered on a particular column by adding a funnel icon to the product column’s drop-down list button.

Example #2 – Filtering Based on Numeric Values or Data

When excel identifies that the column contains NUMERIC values or data, it automatically displays the option of text filters.

If I want data of units sold in the mobile sales data, which is more than 30 units, irrespective of date, product, sales rep & region. For that, I need to select the filter icon in the units sold header; I have to select the number of filters, and under that greater than an option.

It returns mobile sales data based on the units sold. i.e. more than 30 units only.

Sales data can be further Sorted by Smallest to Largest or Largest to Smallest in units sold.

Example #3 – Filtering based on Date Value

When Excel identifies that the column contains DATE values or data, it automatically displays the option of DATE filters.

The date filter lets you filter dates based on any date range. For example, you can filter conditions such as dates by day, week, month, year, quarter, or year-to-date.

In the mobile sales data, if I want mobile sales data only on or for the date value, i.e., 01/15/17, irrespective of units sold, product, sales rep & region. I need to select the filter icon in the date header; I have to select the date filter, and under that equals to option.

Custom AutoFilter dialog box will appear; enter a date value manually, i.e. 01/15/17

Once a filter is applied in the date column, Excel pinpoints that the table is filtered on a particular column by adding a funnel icon to the date column drop-down list button.

Things to Remember

Data filter helps specify the required data you want to display. This process is called “Grouping of data,” which helps better analyze your data.

Excel data can also use to search or filter a data set with a specific word in a text with the help of a custom auto filter on the condition it contains ‘a or any relevant word of your choice.

The data Filter option can remove with the below-mentioned steps:

A Data Filter option is Removed.

Excel data filter option can filter the records by multiple criteria or conditions, i.e., by filtering multiple column values (more than one column) explained in example 1.

Excel data filter helps out to sort out blank & non-blank cells in the column.

data can filter out with the help of wild i.e by changing the question mark. (question mark) & * (asterisk) &

(tilde)